Chapter 1

INTRODUCTION

Education serves as the means to bring about the

desired change in society, to develop a generation of

virtuous individuals and contribute to the development of

good human beings. The fundamental purpose of education is

to gain knowledge, inspire the forms of proper conduct and

acquire technical competency. Education serves as the means

to develop oneself physically, mentally, socially and

spiritually. The importance of education to youths manifests

itself in terms of the need to cultivate the youths of

society into mature individuals. Education is important for

the youths. It is the time to develop the principles of

life, make career decisions and begin the pursuit of one's

goals.

To be an educated person, one must go in an institution

where he or she will gain knowledge in order to be ready to

face the world and its calling. Education starts from pre-

school, continues to elementary and high school and ends in

college. After college a person has a choice whether he or

she will go on studying to get a master’s degree and a

doctor’s degree, but still education does not end there.

doors for the researchers to conduct their study in the

field of Information Technology. The Queen of Peace School

offers a high quality of education to its students not only

on intellectual aspects, but also spiritually. The Queen of

Peace School is a private school institution owned and

managed by the Congregation of the Blessed Virgin

Missionaries of Carmel (BVMC). The Queen of Peace School

seeks for further advancement in their school system where

technology can help them be more efficient. With this vision

the researchers proposed that they will conduct a study that

will automate the Queen of Peace School’s Enrollment and

Students Billing process. The current manual enrollment

process usually consumes four days for a parents child to be

enrolled and the budget of the school is based on the

students payments, once enrolled a student is given dates

where he or she is required to pay the school, if the

student’s payment is delayed the schools budget cycle will

be broken and because of that the school has monthly

examinations where only students that is paid that month can

only take. If the Enrollment and student billing process

will be automated the school will have an improvement in

their system in serving their clients.

The Queen of Peace School is a private school

institution managed and owned by the Blessed Virgin

Missionaries of Carmel. Their goal is for the greater glory

of God under the inspiration of the Holy Spirit which

encourages the members to follow more closely through the

practice of the evangelical counsels.

The Queen of Peace School aims to use technology as a

tool to improve and enhance the slow or manual system on

enrolment and billing which they are currently using. If

this processes will be improved by automation, work flow

will be fast and systematic which minimal or even zero error

can be achieved.

During the enrollment period these are the procedures

to be followed:

1. The parent must visit the school and will read and

understand the policies of the school.

2. Discussion on school policy and payment system.

3. Schedule an examination for the student, both oral

and written. Usually examination is scheduled on the

other day in order for the parent to prepare their

child.
 4. Results will be automatically given after the

examination. If the student qualifies, the student

and parent will be given requirements for

enrollment.

5. Enrollment process and payment.

6. Giving of schedule of classes.

During the payment period these are the procedures to

be followed:

1. The parent must go to the school.

2. The parent will inquire and pay at the registrar’s

office.

3. The registrar will find the students record.

4. The registrar will update and give a new student’s

account form to the parent as a copy or basis for

the next payment if the parent is not fully paid.

All forms used during this processes is either bought

by the school or printed.

Statement of the Problem

The researchers developed the enrolment and billing for

Queen of Peace School.

This study is conducted to identify concerns and

problems during the enrollment and billing period of the

problems:

1. Tiresome procedure in recording and gathering student

and parent data and information.

2. Requires a lot of time in searching previous records.

3. Unsafe storage of documents.

4. Consumes more paper if there is an error in the

student’s record.

5. Filing cabinets are expensive and consume a lot of

office space.

6. Takes a lot of time in solving and updating student

accounts and it consumes more paper.

7. Requires a lot of resources in producing enrollment and

accounting forms.

Assumptions of the Study

The following are the assumptions of the study:

1. An automated system that has a database where all user

and client data is stored.

2. Minimize error since electronic data can just be easily

edited.

3. Efficiency in saving, updating and finding student

records.
 4. Secured and reliable storage of user and client data

and information.

5. The time spent on enrollment and billing process will

be reduced.

6. More school resources will be saved.

Significance of the Study

This study is useful to the following:

School Principal. Having the responsibility of managing

the school. The principal will have efficiency in the

schools system and its employee. Never the less, by means of

this system the Queen of Peace School will get a great boost

with the help of technology.

School Teachers. The system will help them minimize the

need to ask the students about their information; instead

the registrar with the help of the system will print the

student’s information and send it to the teacher in need.

Parents. The parents will have the benefit of not

spending more time on the enrollment process and upon

enrolling their child the system will print a receipt with a

schedule of payments where they base the dates they will pay

their school dues. If their child graduates, it would be

easier for them to get the records on the system. All they
have to do is get permission to the principal in order to

have a copy of their record.

Students. The students will have the benefit of having

safe and secured records and in the long run the system will

give them ease in getting their school records.

Researchers. This study challenged the researchers to

push their selves to do their best in developing the

enrollment and student billing system. The system will serve

as a basis to further enhance their skills and expand more

knowledge in areas of research and software design and

development.

Other Researchers and Software Developers. Having the

ability and expertise in designing and developing software

applications, this study will be a good basis for them to

further conduct a study.

Scope and Limitation of the Study

The researcher’s intention is to create a system that

will improve the enrollment and student billing process of

Queen of Peace School. This system will accommodate

enrollees and enrolled students. This system will be used

during the enrollment period of the school in the month of

May and onwards. All information gathered from the

all year long. Because this system has a billing feature,

the billing system will be used all year long. The

enrollment is done inside the school campus particularly in

the registrar’s office that has one (1) computer. The

computer is has a user profile where only the system

administrator can access. Once the computer is opened, the

Student Enrollment and Billing System can be now be opened.

If the system is running, registered users are required to

login their user account and password. Only the system

administrator can add additional user with different

privileges. The system administrator privilege can update,

delete, save and add records. The teacher privilege can only

view client information; the teacher privilege cannot alter

or touch data whether it is physical or electronic data. If

a teacher needs a printed copy of a client’s data the

teacher would first ask permission to the system

administrator to have a copy of the desired information.

During monthly exams, the billing system will print

examination permits when the system administrator clicks the

specific button. The number of printed permits varies on the

number of students that paid on that specific examination

month. Since the school applies a no permit no exam policy.

update the student’s record in order to have a special

permit.

All records will be saved in the hard disk drive of the

computer. The hard disk drive will be portioned into two

(2). The first partition (drive c:) is where all the drive

where the entire files essential to the computer to function

and run is located; while the partitioned drive (drive d:)

is where all the records from the Student Enrollment and

Billing System will be located. If the drive (drive d:) will

be full, the system administrator can just request for a new

hard disk drive and install it to be used. Other option is

the system administrator can use removable storage devices,

a high capacity flash disk drive or an external hard disk

drive. To maintain files and computer hardware in a good and

useful condition, the system needs an automatic voltage

regulator (AVR) and an uninterruptable power supply (UPS).

This two (2) devices is essential to prevent data loss and

hardware malfunction because of power surges and blackout.

Definition of Terms
 For better understanding of the keywords of this study,

the following terms are defined as:

Computer. A computer is a programmable machine that

receives input, stores and manipulates data, and provides

output in a useful format. (

(http://en.wikipedia.org/wiki/Computer).

In this study a computer is an essential component. All data

and information will be processed in this machine.

Database. A database consists of an organized

collection of data for one or more uses, typically in

digital form. One way of classifying databases involves the

type of their contents, for example: bibliographic,

document-text, statistical. Digital databases are managed

using database management systems, which store database

contents, allowing data creation and maintenance, and search

and other access.

(http://en.wikipedia.org/wiki/Database).

In this study, all electronically processed data will be

encoded and saved to the database.

Backup. In information technology, a backup or the

process of backing up refers to making copies of data so

original after a data loss event.

(http://en.wikipedia.org/wiki/Backup).

In this study, a backup is needed to secure and eliminate

data loss.

Hard disk drive. Is a non-volatile storage device for

digital data. It features one or more rotating rigid

platters on a motor-driven spindle within a metal case. Data

is encoded magnetically by read/write heads that float on a

cushion of air above the platters.

Password. A password is a secret word or string of

characters that is used for authentication, to prove

identity or gain access to a resource (example: an access

code is a type of password). The password should be kept

secret from those not allowed access.

(http://en.wikipedia.org/wiki/Password).

In this study, a password is required per user to gain

access and maintain security and data confidentiality.

Privilege. In computing, privilege is defined as the

delegation of authority over a computer system. A privilege

is a permission to perform an action. Examples of various

directory, or to read or delete a file, access a device, or

have read or write permission to a socket for communicating

over the Internet.

(http://en.wikipedia.org/wiki/Privilege_%28computing%29).

In this study, there is a need for user privilege in order

to determine who and what the user is capable of doing in

the system. Privilege in this study gives different

restriction to user accounts depending on their accounts

whether it an administrator or just a registered user.